Health Information Technology Request for Grant Applications

1. Health Information TechnologyRequest for Grant Applications Applicant Conference October 25, 2005 10:00am - 1:00pm

2. Conference Panelists • Bill Schroth - Moderator • Anna Colello - Evaluation Co-Chair • Ellen Flink - Evaluation Co-Chair • Marybeth Hefner-DOH Grants Administrator • Dennis Kling - DOH - Reimbursement • Bob Veino - DOH - Legal • Lora LeFebvre - DASNY - Finance • Sara Richards - DASNY - Legal

3. HEAL NY - Phase I • Support Federal Strategic HIT Plan • Broad definition of Clinical Data Information Sharing Projects • Principle: Large public interest in building clinical data sharing infrastructure • Majority of funds to existing stakeholders • Show community benefit and support

4. Financial Issues • Funding for capital costs - Statutory • 50% match funds required • Leverage grants • “Skin in the game” • Financial viability • Real implementation, not temporary • Encourage payer involvement • Financially distressed entities • 70% match and preference

5. Multi-Stakeholders / Community Buy-in • Across corporate/stakeholder boundaries • Minimum requirements • The more the merrier • Openness to new stakeholders

6. Technology • Existing standards • Standards & certification RFPs • Interoperability • Choice of platforms/vendors

7. Regional Allocations • HEAL NY totals $1 billion • Phase I is $52.875 million, about 5% • Not a concern for applicants • Evaluation combines project quality with geographic distribution • Right to alter grant/project size

8. Capital Costs and Matching Funds • Project Phases • Preliminary design phase • Software development phase • Post-implementation/operational phase

9. Preliminary Design Phase • Costs apply only to matching costs • Direct costs only • Must be incurred 2/1/05 or later

10. Software Development Phase • Costs can apply to match or be reimbursable • Direct costs only • If used for match, must be incurred 2/1/05 or later • If used for reimbursement, must be incurred after contract start

11. Post-Implementation / Operational Phase • Costs apply only to matching costs • Direct costs only • Must be incurred 2/1/05 or later

12. Examples of Allowed Costs • Payroll for staff directly involved • Payroll related costs (employee benefits) • Travel for direct staff • Hardware • Software purchase - specific to project • Software development by third party

13. Frequently Asked Questions Applicants • Must be an eligible entity • May be part of more than one application • May be Clinical Information Data Exchange made up of “3.2” eligible entities • Must share electronic clinical data with stakeholder of different category/ownership • Letter/Agreement/MOU between eligible applicant and stakeholder satisfies the commitment requirement

14. Stakeholders • Same entities are eligible applicants with the addition of adult homes, with assisted living programs “ALP”, licensed home care agencies, hospice, payers, pharmacies • Must be medical entity to qualify and the more appropriate organizations that partner the better • May be part of multiple applications

15. Project Categories • Project to develop community-wide clinical data sharing • E Prescription Capabilities • Electronic Medical Records • Project can be more than one category • Scanned documents don’t meet test of Electronic Medical Record because lack interoperability • Funding request cannot be for EMR within one health system regardless of number of sites

16. Financially Distressed • “Significant role” in project determined by what is described on case by case basis • Financial viability of the project as a whole despite financially distressed as stakeholder • Negative impact of financially distressed is balanced by greater portion of grant funding (70% instead of 50%)

17. Technology • National standards and certification processes are expected to be operational before end of grant • Certification statements required that applicant will become certified within six months of standards becoming operational • Information technology projects not telemedicine

18. Requirement to Certify that: • I will make every effort to ensure that the applicant will be consistent with the goals and recommendations, when available, of the Commission on Health Care Facilities in the Twenty-First Century, as established pursuant to Section 31 of Part E of Chapter 63 of the Laws of 2005. • I will make every effort to ensure that the applicant will design a project which is interoperable and adheres to the national standards for their type of Project. • I certify that the work covered by the Grant Disbursement Agreements (“GDAs”) shall be deemed “public work” subject to and in accordance with Articles 8, 9 and 10 of the Labor Law, if applicable. • I certify that the applicant will collaborate with other grant recipients in their region and with the Department of Health on the development of statewide standards. • I certify that the information contained in this application and attached materials are accurate and true. • I certify that the funds received pursuant to subdivision 1 of section 2818 of the Public Health Law will be expended solely for the purposes for which the monies were awarded under the RGA for __________________________________. (Name of Facility)

19. Evaluation Criteria • Project Description • Quality Component • Technology • Community Buy In • Project Monitoring and Evaluation • Project Finances

20. Evaluation Criteria (cont.) • The Technical component is worth 80% and the Financial component is worth 20% • Within the technical component, the areas of most importance are: quality, technology and community buy-in/commitment • The technical component and financial component will be reviewed by separate teams • An approval committee will make the final award determinations

21. Award Criteria Considerations • Strength and scope of overall Project • Availability of funds • Responsiveness to the goals and objectives of HEAL NY and the RGA • Evidence of substantial applicant organizational capability, support and commitment • Potential impact of the project on the community or populations served • Financial commitment and viability

22. Submitting the Application • Applications must be prepared using the forms on the website, including the budget and certification. Attachments can be found at: http://www.health.state.ny.us/funding/rfa/0508190240/index.htm • Applications should be submitted to: Fred Genier Director, Grants and Procurement Section New York State Department of Health Room 13255 Corning Tower Albany, New York 122237-0016

23. Key Dates • Application Receipt Date: November 30, 2005 • Anticipated Award Date: January 2006 • Anticipated Contract Date: March 2006

24. Next Steps • The Question and Answer period has been extended to cob on Friday, October 28, 2005 • The Q & A document will be posted by November 7, 2005 on the website at: http://www.health.state.ny.us/funding/rfa/0508190240/index.htm • Any other questions regarding the application process can be sent to: healnyhit@health.state.ny.us

25. Thank you